1	The Archive Publishing System Making the most of archive assets Quick Start Guide
2	Quick Start Contents Part 1 - The business case and Functional overview Part 2 - Creating and Managing the Classification Scheme Part 3 – Records Part 4 - Record Content: Components Part 5 - Importing Datasets Part 6 - Other Features
3	PART 1 – THE BUSINESS CASE AND FUNCTIONAL OVERVIEW
4	By publishing archives yourself… You get more visits to your own web site You maintain and increase the public brand awareness for your organisation. This can lead to greater membership, sales of merchandise, and visits to your property. You maintain full control and intellectual property rights of your archive assets.
5	The Frontis Philosophy The Frontis archive publishing system has been created with this in mind; It is specifically designed for small organisations who wish to publish archives and records quickly and easily on the internet; Retain control and strengthen your brand.
6	What can it publish? Frontis publishes all types of archives: Transcribed records Documents Photographs Digitised records Multimedia – movies, oral histories Web pages News items
7	Functionality overview Store, manage and search records and archives easily using your own classification scheme; Records can consist of any number of digitised or transcribed documents, images and multimedia Images and multimedia can be acquired directly from a scanner or camera; The Frontis system can be configured to match your own corporate image, integrating seamlessly with your existing web site; All that your users and administrators need is an internet browser; There is an easy Wizard style interface for importing electronic records.
8	Security Records are stored with a security classification; Access levels control which records users can see; Indexes to records have a separate security classification; Roles determine which functions a user can carry out.
9	Business models for Access You can allow access to your archives by 3 different methods: Free of charge Users get free access to all Frontis contents Pay-per-view Users buy credits which are used to view archive items Subscription Users pay a fee for access to the archives for a fixed period of time
10	PART 2 - CREATING AND MANAGING CLASSIFICATION SCHEMES
11	Archive Structure
12	The Classification Scheme
13	Editing the scheme From the administration menu From the Browse Classifications Screen From the Category/Context box
14	Configure Classification Scheme
15	Create/edit a class Click on Insert Subclass or edit properties
16	PART 3 - RECORDS AND RECORD CONTENT
17	Introduction A record usually relates to a single tangible item in an archive e.g. a book, a document, a movie film Records are stored within a classification scheme which provides its context within the archive A record has content which can consist of one or more components: Documents Images Multimedia Web pages Structured datasets (i.e. tables from spreadsheets or databases) A components can be related to any other component within the same record: E.g. a transcription can be linked to its digitised image
18	Security Records are stored with a security classification; A user has an access level which controls which records he/she can see; Indexes to classes, records and components have a separate security classification, meaning that a user can see an index but not the record content Roles determine which functions a user can carry out.
19	List of Records in a Folder
20	Create Record From Classification Scheme From empty folder From folder admin menu
21	Access Levels Index Security level The level a user has to have in order to see that the item exists and to see a summary of the properties of the item Security level The level a user has to be to view the entire item.
22	PART 4 - RECORD CONTENT: COMPONENTS
23	Components
24	Creating Components
25	Components vs Records In General ... A record is an actual artefact A component is a representation of that artefact. Each should be named accordingly e.g. Record: Smallville Parish Register Components could include: Transcription of years 1700-1750 Image of page 20 Transcription of pages 1-25
26	Relating Components Components within a record can be related to each other Examples of this include: A transcription of a document can be related to its digitised image Different versions of a document can be linked together
27	Relationship - Creating
28	PART 5 – IMPORTING DATASETS
29	Introduction Datasets are tables of (usually) transcribed data Such as might be stored in spreadsheets and databases Consist of multiple rows of data and columns with headings Sometimes called ‘Structured Data’ Examples include: Census transcriptions Parish register transcriptions
30	Import structured data
31	Some guidelines Different types of information should be in separate columns e.g.: Surname and first names NOT Full name Street and town NOT address Headings should be on the first line only Export from Excel in csv (Comma Separated Value) format is recommended
32	Creating Components
33	Data Import Wizard
34	Step 2
35	Dataset Import If the user searches for a surname, the system must know which columns to search e.g. Bride’s Surname and Groom’s Surname and Bride’s Father’s Surname Therefore each column need to be ‘classified’ This is done using a configurable list of categories
36	Dataset categories
37	Step 3
38	Step 3
39	Indexes
40	Choosing indexes These are the headings in the summary lists when a user: gets search results or browses a dataset There must be at least 3 Don’t choose too many: They may not fit on the width of the screen neatly It is easier for unscrupulous people to ‘screen scrape’ and lift significant portions of your data in one go
41	Step 4
42	Dataset Import Complete
43	PART 6 - OTHER FEATURES Publish news items
44	Get audit reports By User By Item
45	Users home page
46	Customise the front page Mirror anniversaries, or current news stories It will keep people coming back, and you in the news
47	Purchasing Options
48	Finished That’s it. If you want to try out the Frontis system please go to our demonstration site at: http://demo.frontisgroup.com Or Contact John Kendall john.kendall@frontisgroup.com Tel: 07899 992519